Meeting Administration & Parliamentary Procedure Flashcards

What is a 'quorum call' and when is it typically invoked?

Answer: A formal roll call to verify that a quorum is present before transacting business or when questioned during a meeting

A quorum call is a procedure to verify the presence of a quorum, typically triggered when a member questions whether enough members are present to continue business.

Under the National Institute of Governmental Purchasing (NIGP) best practices and open meetings principles, which of the following agenda types best supports transparency?

Answer: A detailed agenda posted publicly in advance, listing each action item and supporting documents

Transparent governance requires a detailed agenda posted publicly in advance so citizens can understand what the body will consider and prepare to participate.

What does 'division of the assembly' mean in parliamentary procedure?

Answer: A demand for a counted (standing or roll call) vote when a voice vote result is disputed

Division of the assembly forces a retake of a vote by counted means (rising or roll call) when a member doubts the announced result of a voice or show-of-hands vote.

When drafting meeting minutes, which of the following should be included?

Answer: The exact wording of all motions, the names of movers and seconders, and the vote tally

Official minutes must capture the text of every motion, who made and seconded it, and the vote count or manner of adoption to create a complete legal record.

A city council meeting is in progress when it becomes apparent that a quorum is lost because members have left. What should the presiding officer do?

Answer: Declare the meeting adjourned or recessed until a quorum can be restored

When a quorum is lost, the governing body no longer has legal authority to conduct business, and the chair must adjourn or recess until a quorum is present.

What is the purpose of a 'motion to commit or refer' in a municipal meeting context?

Answer: To send a matter to a committee or staff for further study before the body acts on it

A motion to refer sends an item to a committee, advisory body, or staff so they can gather information, refine language, or prepare a recommendation for the full body.

Under IIMC (International Institute of Municipal Clerks) professional standards, the municipal clerk's role in preparing the agenda is best described as:

Answer: Compiling and organizing items submitted by the governing body and administration according to established procedure

The clerk compiles and organizes agenda items submitted by authorized parties per established procedures, serving as an administrative facilitator rather than a policy gatekeeper.